Explanation
1. BACKGROUND
The Division of Refuse Collection utilizes Roll Off Hoist Refuse Trucks in city-wide residential trash pick-up. The Department of Public Service and Fleet Management recognize the need to replace older trucks in its fleet beyond the useful service life of the vehicle. The City will establish a one-time contract for the purchase of two (2) Roll Off Hoist Refuse Trucks with the Compressed Natural Gas (CNG) Option. The terms of the proposed contracts are from the date of execution by the City up to and including the manufacturer's build out date.
The Purchasing Office opened formal competitive bids on November 14th, 2013. Three (3) complete bids were received. Bids were requested for compressed natural gas (CNG) powered trucks, only one bidder provided pricing for CNG powered trucks, Columbus Peterbilt.
After a review of the bid, the Department of Public Service recommends an award be made for a one-time contract to the lowest, responsive and responsible and best bidder, Columbus Peterbilt, for two (2) CNG powered roll off hoist trucks as specified in the bid.
As part of the contract cost, the City will send representatives to the manufacturing facility for one inspection. The amount of this expense is $1,900.00.
The estimated expenditure for this award is $425,422.00
Columbus Peterbilt is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
2. CONTRACT COMPLIANCE
The contract compliance number for Columbus Peterbilt is 341285858 and expires 05/16/2014.
3. FISCAL IMPACT
This expense is budgeted within the 2013 Capital Improvement Budget; however an amendment to the 2013 CIB will be necessary to provide proper funding for the entire purchase.
4. EMERGENCY DESIGNATION
Emergency Action is requested so that a purchase order can be issued as soon as possible, thereby ensuring that the Division of Refuse has the equipment to pick up the daily waste stream of the City of Columbus residents.
Title
To amend the 2013 Capital Improvements Budget; to authorize the City Auditor to transfer cash and appropriation within the Refuse Bonds Fund; to authorize the Finance & Management Director to enter into one (1) contract for the purchase of two (2) Roll Off Hoist Refuse Trucks with the Compressed Natural Gas (CNG) Option from Columbus Peterbilt and to establish funding for Division of Refuse Collection personnel to inspect the vehicles during the manufacturing; to authorize the expenditure of $425,422.00 within the Refuse Bonds Fund; and declare an emergency. ($425,422.00)
Body
WHEREAS, there is a need to replace Roll Off Hoist Refuse Trucks for the Department of Public Service, Division of Refuse Collection; and
WHEREAS, the Purchasing Office opened formal competitive bids on November 14th, 2013 and three (3) complete bids were received; and
WHEREAS, bids were requested for compressed natural gas (CNG) powered trucks, only one bidder provided pricing for CNG powered trucks, Columbus Peterbilt; and
WHEREAS, after a review of the bid, the Department of Public Service recommends an award be made for a one-time contract to the lowest, responsive and responsible and best bidder, Columbus Peterbilt, for two (2) CNG powered roll off hoist trucks as specified in the bid; and
WHEREAS, it is necessary to amend the 2013 CIB to provide proper authority for this expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Refuse Collection in that it is immediately necessary to enter into contract for an option to purchase Roll Off Hoist Refuse Trucks with Compressed Natural Gas (CNG) Option, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2013 Capital Improvements Budget authorized within ordinance 0645-2013 be amended to provide sufficient authority for this project as follows:
Fund / Project Number / Project / Current CIB Amount / amendment amount / CIB amount as amended
703 / 520001-100003 / Mechanized Collection Equipment - Automated Side Loader Trucks (Councilmanic) / $1,189,792.00 / ($204,155.00) / $985,676.00
703 / 520001-100008 / Mechanized Collection Equipment - Compactor Trucks (Councilmanic) / $221,267.00 / $204,155.00 / $425,422.00
SECTION 2. That the City Auditor be and is hereby authorized to transfer cash and appropriation within the Refuse Bonds Fund be authorized as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100003 / Mechanized Collection Equipment - Automated Side Loader Trucks / 06-6652 / 730103 / $204,155.00
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
703 / 520001-100008 / Mechanized Collection Equipment - Compactor / 06-6652 / 730108 / $204,155.00
SECTION 3. That the Finance and Management Director be and is hereby authorized to enter into a one-time agreement with Columbus Peterbilt, 6240 Enterprise Pkwy Grove City, OH 43123, for the purchase of two (2) Roll Off Hoist Refuse Trucks with the Compressed Natural Gas (CNG) Option as specified in the bid and funding for City personnel to inspect the manufacturing facility, at a cost of $425,522.00.
SECTION 4. That the expenditure of $425,422.00 or so much thereof as may be necessary is hereby authorized to be expended from the Refuse Bonds Fund, number 703, as follows for the Division of Refuse Collection, Dep-Div 59-02:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
703 / 520001-100008 / Mechanized Collection Equipment - Compactor / 06-6652 / 730108 / $425,422.00
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 8. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or 10 days after its passage if the Mayor neither approves nor vetoes the same.